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1k Audit Contract ExtensionCITYOF 3ity Center Drive, PO Box 147 anhassen, Minnesota 55317 Phone 612.93Z 1900 ieneral Fax 612.937. 5739 .ineering Fax 612.937.9152 lic Safe{y Fax 612.934.2524 b www. ci. chanhassen, mn. us FROM: DATE: SUB J: MEMORANDUM TO: Mayor City Council Scott A. Botcher, City Manager ~ August 19, 1999 One-Year Contract Extension for Auditor As you are aware, I have been in the process of directing staff to prepare RFP's for bidding of certain municipal services. The plan contemplates bidding out two providers every year so as to keep a fairly structured and balanced rotation amongSt our vendors. Last year the city did not bid out for the financial advisor service position currently held by Springsted. Instead of bidding out three this year, I have directed staff to develop RFP's for the financial advisory services position and the city attorney position. The city attorney position would normally be up this year for bidding. By executing a one-year contract extension with the audit firm, this will allow us to return to a two service per year bidding cycle. My professional opinion is that all things considered, that extending the contract for the auditor for one year would be in our best interests. The dollar amount submitted by Tautges is acceptable and consistent with last year's dollar amount for the same work. I have found the firm's work to be good and recommend approval of the one-year contract extension. g:\user~scottb~audit extension.doc Yi{y of Chanhassen. A growing community with c{ean {akes, quality schooh, a charming downtown, thriving businesses, and beauti£ul oarks. A great place to live, Work, and play. C OF CHAN EN 690 City Center Drive, PO Box I47 Chanhassen, Minnesota 55317 Phone 612.93Z 1900 General Fax 612.93Z5739 Engineering Fax 612.93Z9152 Public Safety Fax 612.934.2524 Web www. d. chanhassen, mn. us MEMORANDUM TO: Scott A. Botcher, City Manager Don Ashworth, Economic Developm.ent FROM: Bruce DeJong, Finance Director/~.~.) Director DATE: August 9, 1999 SUB J: Audit Contract Extension, Tautges Redpath You requested that the Finance Director and I obtain a proposal from Tautges Redpath to continue their auditing services for one year. Attached please find such. Both Bruce DeJong and I recOmmend approval of the one-year extension as presented. ~e G~y of Chanhassen. A growing community with clean lakes, quality schools, a charming &wntown, thriving businesses, and beautiICul parks. A ereat plae to live, work, and al Tautges Redpath, Ltd. Certified Public Accountants and Consultants August 3, 1999 Scott Botcher, City Manager City of Chanhassen PO Box 147 Chanhassen, MN 55317 Dear Scott: As requested by Don Ashworth, this letter constitutes a quote of audit fee for a one-year extension on our audit contract. The following is a schedule of total audit fees incurred compared to quoted audit fees. The far right variance column represents write-downs compared to the quoted amount. 1996 $26,688 $30,081 $3,393 1997 24,473 24,847 374 1998 25,206 26,648 1,442 The 1997 and 1998 amounts were reduced by $1,350 to adjust for the City's processing of reports. Based on the above schedule and our discussions, we are prepared to complete the 1999 audit for the City of Chanhassen for a fee of $26,750, representing approximately the amount that we incurred on the 1998 audit. This commitment is subject to City staff completing similar schedules and providing similar information as requested during previous audits. If this arrangement is agreeable, please notify us and we will then forward a one-year contract for signature. If you have questions or require additional information, please advise. Thank you for the opportunity to serve the City of Chanhassen. Sincerely, HLB TAUTGES REDPATH, LTD. RGT/Iad C Bruce DeJong, Finance Director Don Ashworth, Community Development Director 4810 White Bear Parkway, White Bear Lake, Minnesota 55110, USA Telephone: 651 426 7000 Fax: 651 426 5004 HLB Taut{les Redpatb, Lid. is a member of I International. A world-wide organization of accountin{l firms and business advisers. Tautges Redpath, Ltd. Certified Public Accountants and Consultants August 10, 1999 CEIVED !. 1999 ...... ,.,, ,.,r~ANHASSEN Bruce DeJong, Finance Director City of Chanhassen 690 Coulter Drive Chanhassen, MN 55317 Dear Bmce: Enclosed is the audit services engagement letter for the year ending December 31, 1999 for the City of Chanhassen, Minnesota. The format of the engagement letter has changed to conform with AICPA standards. However, the scope of services remains the same, which are as follows: Audit the general purpose financial statements of the City of Chanhassen, Minnesota in accordance with generally accepted auditing standards and the standards for financial audits contained in Government Auditing Standards issued by the Comptroller General. An "in- relation-to" opinion on the combining, individual fund and account group financial statements. The statistical section will not be subjected to the auditing procedures applied in our audit of the general purpose financial statements. · Report on Compliance with the Minnesota Legal Compliance Audit Guide for Local Government. We are proposing to complete the services described above for a fee of $26,750, representing approximately the amount that we incurred on the 1998 audit. (Refer to August 3, 1999 letter) Our proposed fee is based on anticipated cooperation from City personnel, no significant change in the level of activity and the assumption that unexpected circumstances will not be encountered. If significant additional time is necessary, we will discuss it with you in advance. 4810 White Bear Parkway, White Bear Lake, Minnesota 55110, USA Telephone: 651 426 7000 Fax: 651 426 5004 HLB Taut0es Bedpath, Ltd. is a member of [] International. A world-wide organization of accounting firms and business advisers. Brace DeJong, Finance Director City of Chanhassen August 10, 1999 Page 2 If you have any questions, please don't hesitate to call. We look forward to continuing our relationship with the City of Chanhassen. Sincerely, HLB TAUTGES REDPATH, LTD. RGT/clg Enclosure C-' Scott Botcher, City Manager Don Ashworth, Community Development Director CITYOF HANHASSEN '~tY Center Drive, PO Box 147 :nhassen, Minnesota 55317 Phone 612.937.1900 meral Fax 612.93Z5739 ~neering Fax 612.93Z9152 0 Safe~v Fax612.934.2524 , www. ci. chanhassen, mn. us MEMORANDUM TO: Mayor City Council Bruce M. DeJong, Finance Director August 18, 1999 Truth in Taxation Hearing Dates FROM: DATE: SUB J: The City of Chanhassen is required by state law to certify a preliminary levy and proposed budget to Carver and Hennepin Counties by September 15th annually. We are also required to establish dates for a truth in taxation hearing and a continuation hearing, if necessary to allow public input into the budget and tax levy for the next year. The Legislature has set aside the first two Mondays of December for cities to use for the public hearing and continuation date. This wOrks well with our meeting schedule because December 6 is already scheduled as a work session and December 13 is available for a continuation hearing and budget adoption. I recommend that the Mayor and City Council adopt December 6, 1999 as the date for the Truth in Taxation hearing and December 13, 1999 as the date for the continuation hearing for certification to Carver and Hennepin Counties. ~ qfChanbassen, A growing communi~, with clean lakes, qualiv/schoo& a charmin~ downtown, thriving businesses, and beautiful varks. A ereat vlace to live, work, and vla~.